What are custom profiles? Why use them?
Let's say you have an event for which multiple types of people will come to register, but you can't present all registrant types with the same form. Some types may have different rates/fees, some might have special VIP options, others may need to enter data for specific questions (i.e. membership information) that you need from them.
In this type of scenario, we would say that you need multiple registration forms, or "pathways" through registration. In other words, we need to make sure we place each registrant in the right bucket, based on who they are.
With Custom Profiles, you can pick and choose which questions and items to present to the registrants that select that profile. With the Custom Profiles tool, you have the power to create multiple, custom registration forms.
With profiles active, registrants will be prompted to pick their profile at the beginning of registration. As soon as they select a profile, the system will send the registrant into the right form....the form that you created for them! Let's take an in-depth look.
CUSTOM PROFILES TOOL
In the Event Builder, navigate to the Registration tab. Then, click CUSTOM PROFILES on the left. This page your home base your profile setup. Take a look below, you'll see what a profile breakdown looks like on an event with multiple types of registrants:
Click the blue Profile Diagram button to see an interactive flowchart/breakdown of your profile setup. The diagram will show you what registration items and prompts you are currently including in the profile - it can be a helpful visual tool in the process.
Hit BACK TO CUSTOM PROFILES and you will return to the profile grid. Let's take a look at the grid view in a little more detail.
Other key functions on this page include:
- Profile Edit & Delete: click the small black pencil icon on the right to enter the editor for that profile. Click the red X icon to delete a profile.
- Profile Expiry: Quite simply, this date is when the profile will cease to be available for registration. You can have different profiles running with different expiry dates - this is sometimes a useful strategy if you have differing registration timelines.
- Form Default Status: If you have not yet read our article on Basic Registration Setup, please take some time to do so, then come back! If you're already up to speed....recall there is a default registration form (the tool is above the Custom Profiles tool and is called Registration Form). Think of this as the "common form". It can be applied to all users, some profiles or none.
- If your custom profiles say "Default" in this column, this means your profiles will use the form settings that are currently setup in the default Registration Form tool.
- The profile will say "Custom" in this column if it is fully custom and does not use any of the default form settings
- You can change the forms status (i.e. Custom or Default) of a profile simply by entering the editor for that profile and flipping the switch at the top right corner that says USES DEFAULT SETTINGS
- Active Status: You can independently activate profiles for your event using the Active checkbox. This is the on switch for the profile - once active, the profile will be available for selection by the registrant
QUICK TIP: Why use Custom Profiles AND the Default Registration Form? What's the point of going custom? How do I know which to use?
These can be tough questions to answer when first setting up your event. First, ask yourself if you have multiple registrant types. If the answer is yes, decide if each type should be exposed to certain registration options (i.e. different fees for registration). If the answer is yes, you need Custom Profiles. What you just did was determine the need to separate registrant types based on different registration ITEM offerings.
Now, you need to decide if these forms should pose different registration PROMPTS (or questions). Do you need to gather different information from each of these types of registrants? If the answer is no, then that means your registrant types can use the same from PROMPTS. In this case, setup your form using the Default Registration Form tool (under BASIC SETUP). You can leave your custom profiles on DEFAULT status. And bam! You just reduced your workload by creating the form once and assigning it to multiple profiles.
If, however, each profile needs a different set of prompts, you will need to flip those custom profiles to custom status. Now, you can configure each profile's registration form to the exact specifications you require.
Now, let's take a look at how to construct a Custom Profile. Once you understand the core principles behind why profiles are useful, editing will be a breeze.
EDITING A PROFILE
Click the black pencil icon on the right to edit a custom profile. Welcome to the profile editor! Take a look at the top of the page, you'll see 5 main tabs:
These represent the 5 key aspects of any registration form that are customizable:
- Profile Items: decide which items you'd like to include on this custom form
- Form Prompts: what prompts will you post to registrants filling out this form?
- Form Text: add instructional / guideline text to your registration form
- Confirmation Page: provide custom links and messaging on the confirmation page
- Email: add custom content to the confirmation email these registrants will receive
Now, notice the switch in the upper right corner. It says USES DEFAULT SETTINGS. This is the switch we referenced earlier - it allows you to direct a profile to use the Default Form settings or use its own settings.
Currently, the "Sponsors" profile is using the default settings (see screenshot above). This means you are not able to customize the form settings for this profile. That is why each of the 4 form editing tabs are deactivated.
When a profile is using the default form settings, the editing of that form will take place in the REGISTRATION FORM tool, under BASIC SETUP.
Let's take a look at the main tab in the custom profile editor: PROFILE ITEMS. Recall that the remaining 4 tabs (if you choose to make your profile custom) are the exact same as they would be if you were to create a default Registration Form. Please review this article to become familiar if you haven't yet.
On this page, you will see a few key settings at the top that could be immediately
- Optional Registration Button: You can generate a dedicated registration button for your custom profile. Simply give the button a name and use the color palette to decorate
- When using the Modern site design template, the button will show in a "fly-out" panel after clicking the red REGISTER button on your event homepage
- When using the Classic site design template, the button will show in the "Central Registration Button Panel" on your event homepage
- Application Status: When set as an application, any registrant under this profile will require your manual admin approval. These registrants will appear on your dashboard (Registered Attendees list) with a yellow "Pending" button. Click the button and you will have the opportunity to review their registration details and subsequently either approve or deny the registrant.
- Note that you have 2 options with this setting:
- Payment AFTER approval
- Standard payment according to your event setup
- Payment AFTER approval require the registrant be approved before having the option to pay
- Standard payment would allow the registrant to follow payment rules that have been setup for the event (just like a non-application registrant)
- Note that you have 2 options with this setting:
- Item Pick List: The item pick list shows you every single registration item you have created in the Registration Items tool. Check the box next to an item to place it on the custom form / profile. Leave unchecked to NOT show that item on the profile.
At the bottom of the Profile Items tab are a couple key settings.
- Profile Privacy Setting: Setting a profile private will not allow access to a profile unless the user is given a direct link to the profile's registration form.
- In the Event Builder, you will see a small chain link icon in the upper right corner - click this button to access all of your custom links for the event
- On this page, there are links to: the mobile app, the event website, your registration form and your custom profiles
- Profile Privacy Setting (sub-account): You can disallow sub-account registrations from having access to your custom profile
- Recall sub-accounts are registrants without email addresses - they are attendees that have been registered under a master account